Usage Policy
General Media Services Request Requirements:
- Requests for classroom use and faculty/staff equipment loans have priority.
- Many classrooms and event spaces already contain media equipment. See below for a complete list.
- If you are unsure about your needs, please contact Media Services prior to submitting a request so that we can provide recommendations for your setup needs.
- Media Services cannot provide equipment or support for concerts, DJs, or dances.
- Evening and weekend events will be set up during normal business hours (Monday – Friday, 8:30 a.m. – 5 p.m. during the academic year). Rooms must be booked at least ½ a business day before the event and ½ a business day after the event to allow time for equipment setup and teardown. Due to staffing constraints, Media Services is unable to provide setup/teardown outside of standard business hours.
- Departments, organizations, or individuals requesting equipment for an event must take full responsibility for the safe operation, storage, and security of any Media Services equipment including any equipment that is left on-site overnight.
- If Media Services cannot meet your needs, some sound requests can be met through the campus organization H-Tech, which can be contacted through the Office of Campus Involvement.
- In some cases, contacting an outside AV company to provide the requested service may be required, the cost of which would be assumed by the requesting department or campus organization. Media Services can recommend companies to contact.
Request Requirements for Faculty/Staff:
- Requests for single media equipment items must be made at least one (1) week in advance. Later requests will be supported, when possible, but they are not guaranteed.
- Requests for major events requiring multiple media equipment (e.g. setting up a projector, sound system, and microphones) must be made two (2) or more weeks in advance.
Request Requirements for Student Organizations:
- Student organizations requesting multi-media equipment for a program or event must follow the guidelines listed in our Media Services Policy for Student Organizations.
- An advisor, faculty, or staff member must contact Media Services to verify that a student or organization is using equipment for an event before a request is met.
- A copy of the policies is given to the Office of Campus Involvement to distribute to the clubs and organizations on campus.